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Indiana Department of Administration. State Travel Services. Train-the-Trainer Training Sessions: March 27, 2013 and April 4, 2013. Travel Services Implementation Team . IDOA: Minnie Hoskins – State Travel Director Gina Kerr – Contract Manager/Implementation Manager

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slide1

Indiana Department of Administration

State Travel Services

Train-the-Trainer Training Sessions:

March 27, 2013 and April 4, 2013

slide2

Travel Services Implementation Team

IDOA:

Minnie Hoskins – State Travel Director

Gina Kerr – Contract Manager/Implementation Manager

Shelley Whiteside – Travel Services back-up

GMIS:

Todd Carr – PeopleSoft Support

Travel Leaders:

Kellie Coleman – Relationship Manager

slide3

Training Agenda

  • Training Purpose & Session Focus
  • Roles & Responsibilities
  • New Travel Program Overview
  • Travel Services Workflow
  • In State Travel Reminders
  • Important State Travel Service Protocols
  • PeopleSoft Process Overview
  • Travel Leaders Trip Manager Tool
  • Training Resource Tools
  • Training Next Steps
  • Questions
  • Brief Training Survey
slide5

Training Purpose

The purpose of this Train-the-Trainer training is to ensure that all Agency Travel Coordinators and Planners obtain the applicable policies and procedures to implement within their agencies and to provide resource tools to help further educate their travelers.

slide8

Travel Management Roles and Responsibilities

Role: Key Person:

Policy, Review, Approvals: Minnie Hoskins

Contract/Implem. Management: Gina Kerr

Contractor Software Training: Kellie Coleman

PeopleSoft Support: Todd Carr

Agency Travel Requests & Approvals: Travel Coordinator

Assist Travel Coordinator: Travel Planner

slide9

Travel Management Roles and Responsibilities

Agency Travel Coordinatoris the key travel manager of the agency who reviews requests and approves travel for the agency. The Coordinator is the key liaison with the State Travel Office on State approvals. There is one Agency Travel Coordinator per agency.

Agency Travel Planner(s)provides support to the Agency Travel Coordinator for travel related actions within the agency. Depending upon the agency structure, this role may have 0 to multiple people.

Frequent Traveleris a State employee, unless otherwise advised by the State Travel Office, that travels four or more times throughout the year for State business travel.

One-time Traveleris a State employee, unless otherwise advised by the State Travel Office, that travels minimally throughout a given year.

slide11

New Travel Program Overview

Changes

  • Migrating Agencies to the PeopleSoft Travel and Expense Module will...
    • Transition from Paper to Electronic Approvals
    • Eliminating 5-part carbon set paper.
    • Quicker turnaround on reimbursements.

Interested in implementing? Contact Minnie Hoskins at mhoskins@idoa.in.gov

slide12

New Travel Program Overview

Fee Schedule

Trip Manager:

Bookings for Airline: $12.00/transaction

Bookings for Hotel, Car Rental: $ 0.00/transaction

Travel Leaders Indianapolis:

Full Service for Airline: $28.00/ transaction

Bookings for Hotel, Car Rental: $ 0.00/ transaction

Changes and Cancellations: $28.00/ transaction

REMINDER: These charges will appear on the traveler’s itinerary, and IDOA will be invoiced. Please contact the State Travel Office if you need to make any changes.

slide13

Trip Manager Fees

To avoid unnecessary charges to the State, please avoid directly contacting Travel Leaders for routine estimates and bookings, whenever possible. Agencies are to utilize Trip Manager when it is viable.

Most arrangements can and should be made through Trip Manager and this practice will result in significant cost savings to the State.

These charges will appear on the traveler’s itinerary and IDOA will be invoiced. Please contact the State Travel Office if you need to make any changes.

slide14

New Travel Program Overview

Rental Vehicles

  • No change in Current Process
  • Continue to:
    • Reserve rentals through current process
    • Obtain insurance coverage for out-of-state rentals
    • Use existing Fuel Options
slide16

In-State Policy Reminders

  • Brief In-State Reminders include:
  • Reimbursement Mileage Calculator
  • Rental Car vs. Personal Vehicle
  • In State Hotel maximum $89.00
  • Pre-approval outside of Hotel
  • maximum required
    • IDOA website: http://www.in.gov/idoa/2459.htm
slide18

Travel Services PeopleSoft Workflow

Estimate

  • Acquire estimate using Trip Manager
  • DO NOT “PURCHASE TICKET”

Authorization Review

  • Travel Director reviews request
  • Additional information may be requested

Authorization

  • Travel Director provides written notification to Travel Coordinator
  • Additional information requested by Travel Director

Authorization Request

  • Complete SF 823
    • Include required supporting documentation

DENIED

APPROVED

Denial Communication

  • Travel Director provides notification
  • that travel has been denied, and
  • reasons for denial to Travel
  • Coordinator or requesting employee

Approval Communication

  • Travel Director provides travel authorization approval via email to Travel Coordinator or requesting employee

Booking

  • Agency Travel Planner books travel using Trip Manager by inputting necessary information and clicking “Purchase Ticket”

Booking Issue –

Do Not Book

  • If rate is >$200 above estimated rate,
  • return to Authorization Review
slide20

Blanket Travel Services Protocols

If an Agency has fiscal year approval through The Indiana Department of Administration and The Indiana State Budget Agency to make arrangements without submitting an out-of-state request, the code that will be entered in Trip Manager to allow airfare and/or hotel will be BLANKET followed by the agency 3 letter code. (i.e. BLANKETDOA). *

*Updated on 04/23/2013

slide21

Emergency Travel Services Protocols

If travel is necessary due to the nature of the business of the agency and there is not sufficient time to receive prior approval, the agency should proceed to make their travel arrangements and submit a paper out-of-state request form (State Form# 823) as soon as possible for review.

When utilizing Trip Manager to make travel arrangements such as airfare and/or hotel an approval code is required, this code will be EMERGENCY1. *

*Updated on 04/23/2013

slide22

Trip Manager Codes

Trip Manager Codes for all other Travel:

If an agency is utilizing PeopleSoft for out-of-state approval, the approval code will automatically be generated after the review and authorization from the Travel Department of the Indiana Department of Administration. This code will be posted in Trip Manager by the agency when airfare is purchased.

If an agency submits paper out-of-state authorization forms, the approval code will be e-mailed to the agency travel coordinators from the Travel Department of the Indiana Department of Administration at the same time as approval is sent. This code will be posted in Trip Manager by the agency when airfare is purchased.

slide24

PeopleSoft Process Overview

  • Key Notes and Reminders:
  • Agency Acronym in Description
  • Additional Transportation Info
  • Hotel Name Specified
  • Date of Birth for Airfare
  • Position/Job Title Detail
  • Out of State Approval Code
slide25

IDOA Authorization Code: 113946

  • Agency Acronym in Description
  • Additional Transportation Info
  • Hotel Name Specified
  • Date of Birth for Airfare
  • Position/Job Title Detail
  • Out of State Approval Code

THE TRAVEL AUTHORIZATION

Out-of-State Travel Request

slide27

Travel Coordinator Protocol

Each agency will need to identify a Travel Coordinator and if applicable, Travel Planners who will have access to everyone within the Agency’s frequent traveler and one time traveler profiles. *

*Updated on 04/23/2013

slide28

Trip Manager

Trip Manageris provided by State Contractor, Travel Leaders, and utilized by State Travel Managers, Agency Travel Coordinators, Agency Travel Planners, and Agency Frequent Travelers to obtain estimates and book hotel and airfare options.

slide29

Hotel credit card authorization

When an Agency Travel Coordinator or Planner makes a hotel reservation for a traveler without a credit card, a credit card authorization must be completed and faxed to the hotel, with a copy of the front and back of the card and a copy of the individual’s driver’s license. 

This must be done whether they use Trip Manager or call Travel Leaders.

slide30

Adding frequent traveler profiles

If a frequent traveler profile is needed, the Agency Travel Planner would send a e-mail, with “Adding profile” in the subject line, to Kevin Kane of IDOA at kekane@idoa.in.gov.

Please allow 48 hours for a profile to be loaded, in  emergency travel situations, we can load a profile right away, if the traveler is traveling the same day or next.

*Updated on 05/21/2013

slide31

Adding agency credit cards to profiles

When the Agency Travel Planner requests that a new profile be added, he/she can request that the agency credit card  be loaded in the profile.

The information will then be encrypted and synced to the traveler’s profile.

slide32

Adding personal credit cards to profiles

Once a new profile has been added, the Agency Travel Coordinator/Planner or traveler can add a personal card. The card information will be encrypted and synced to the traveler’s profile.

slide33

Deleting profiles

Each Agency Travel Coordinator/Planner will be responsible for notifying Traveler Leaders to remove a profile. This is extremely important and needs to be done immediately whenever a traveler changes his/her employment or transfers from one agency to another. 

To delete a profile, e-mail Kelly Longstreth at kellyl@carefreetravel.net between 8 a.m. and 5 p.m., EST, Monday through Friday. Title it “Delete profile” and mark the message as “urgent.”

slide34

Step-by-Step Guide to using

TRIP MANAGER for:

Booking Airfare and Hotel Example

slide37

Travel Leaders Trip Manager

Start to Finish Example of:

Booking Airfare and Hotel Example

slide38

TL Trip Manager

Website

To visit Travel Leaders Trip Manager System:

www.tripmanager.com

slide40

Step #1 – Sign-in screen

Steps:

Access - Click on your Internet browser. In the address box type in: www.tripmanager.com

Step One - Sign-In Screen - In order to access Trip Manager, please complete the following items:

Company = INDIANA (this is not case sensitive)

Member ID = TM Member ID Naming Convention (an example of this naming convention is “DOA-JWERNER”. This information is provided by Kelly Longstreth under protocol for “Adding a Profile”.

Password = your personal password (see notes below for first-time users)

Click on Log In

FIRST-TIME USERS: DO NOT enter a password the first time you utilize the system. Leave the field blank, and you will be prompted to create a password.

slide42

Step #2 - Daily Briefing Page

Once you log in, you will see a Daily Briefing page. After that, the briefing can be found by clicking Daily Briefingon the top submenu under Flights.

slide44

Step #3 – Profile Selection: One-time vs. Frequent traveler

  • There are three choices when selecting profiles:
    • Option #1 - New Profile Creation: One-time/Guest travelers – Set up by Agency Travel Coordinator or Planner
    • Option #2 - Frequent traveler – Set up by Travel Leaders upon agency request
    • Option #3 – Selecting an existing profile
slide45

Step #3 – Profile page overview

  • Key notes:
  • Travel Coordinators and Planners have access to these profiles.
  • The personal information screen is used to add, modify or delete information about the traveler, such as full name, address and phone number.  

All of the Secure Flight Information MUST be added for the Traveler.

slide46

Option #1 – One-time/Guest traveler profiles

#1 - Click on “One Time Traveler” tab to get screen below.

#2 - Select an existing traveler from this list and press “Next.”

Or click here to enter a new profile.

  • Key Notes:
  • The “One Time Traveler” tab allows you to make a reservation for a traveler without a profile. The one-time traveler screen contains a list of travelers who have had reservations in the past 90 days, but do not have a permanent profile in Trip Manager XE.
  • Select an existing traveler from the list and click “Next” to access the trip Itinerary screen for the traveler. To begin booking a reservation, select the “Flights” tab and then click the “Start a New Trip” link from the drop-down list, which displays when the “Flights” tab is selected.
  • Clicking “Back” returns the user to the previous screen.
slide47

Option #2 – Create frequent traveler profiles

Reminder:

Frequent traveler profiles must be created by Travel Leaders, upon agency request. Please allow 24 hours for a profile to be loaded, although some exceptions can be made for emergency travel.

slide48

Option #3 – Choosing an existing profile

#1 - Click on “Select a Traveler.”

#2 - Select an existing traveler from this list and press “Next.”

  • Key notes:
  • Selecting the “Traveler Tab” allows you to make a reservation for a traveler with a profile. The “Select a Traveler” screen contains a search option you can use to look up and choose a Frequent Traveler.
  • Select an existing traveler from the list and click “Next” to access the Trip Itinerary screen for the traveler. To begin booking a reservation, select the “Flights” tab and then click the “Start a New Trip” link from the drop-down list, which displays when the “Flights” tab is selected.
  • Clicking “Back” returns the user to the previous screen.
slide49

Adding a credit card to an existing profile

  • Key notes:
  • Select the “Credit Card” tab.
slide50

Adding credit cards (continued)

  • Key notes:
  • On the “Credit Card Information” screen, you can Add/Edit/Delete a card.
slide51

Adding credit cards (continued)

  • Key notes:
  • The “Add a Credit Card” screen allows you to enter the credit card into the profile, where it will become encrypted.
slide53

Step #4 – Book a flight

Steps:

Go to the “Book a Flight” screen. Fill out the departure and arrival locations, dates and times of travel. Leave Priced Itineraries as the search default. Click “Search for Flights.”

slide54

Step #4 –Book a flight (continued)

  • Key notes and steps:
  • The main menu allows one-click access to the reservation area needed.
  • Travel arrangers can access all authorized profiles through “Select a Traveler.”
  • Same screen accesses search preferences.
  • Search parameter authorization is set at the individual level based on travel policy.
  • Departure/Arrival City links to a list of worldwide airports.
  • Optional Features
    • One-Time Traveler – Allows one to book a non-profiled traveler.
    • Trip Templates – Allows one to repeat the same trip on different dates for the same traveler.
slide55

Step #4 –Book a flight (continued)

  • Key notes:
  • Main menu allows one-click access to the reservation area needed.
  • Travel arrangers can access all authorized profiles through Select a Traveler.
  • Same screen access to search preferences.
  • Search parameter authorization is set at the individual level based on travel policy.
  • Departure/Arrival City links to a list of worldwide airports.
  • Optional Features
    • One Time Traveler – Allows one to book a non-profiled traveler.
    • Trip Templates – Allows one to repeat the same trip on different dates for the same traveler.
slide56

Step #4 – Flight search results

Steps :

State of Indiana travelers should choose the lowest available fare at the time of purchase.

Alternate flight combinations will appear at the top of the Flights Results list and have an “A” as the fare notation.

slide57

Step #4 – Flight Search (continued)

Steps:

Once the fare has been selected, the State of Indiana traveler will need to enter an approval code and agency name and answer the various reporting questions on this screen.

slide59

Step #5 – Reserve a hotel room

  • Key notes and steps:
  • The “Reserve a Room” screen is used to search for available hotels based on specified information. The screen results will automatically display.
  • The search will default to the flight arrival airport code, or car city code, if present in itinerary. Please clarify if you need something different in your search.
  • The State of Indiana traveler will have the option to search a variety of different parameters when booking a hotel . The state travel policy should be followed in this case.
slide61

Step #6 –Hotel search results

  • Key notes:
  • The State of Indiana contract hotels will appear first when available.
slide63

Step #7 –Hotel rate results

  • Key notes and steps:
  • The State of Indiana’s negotiated rates will appear and have the letter “C” indicating there is a State rate at the property.
  • Travel Leaders special rates, which are coded “ABC Global” and Government rates, will appear when available.
  • Remember to select your form of payment on the left-hand panel under “Trip Preferences. “
slide65

Step #8 – Final itinerary screen

  • Key notes:
  • The “Trip Itinerary” screen remarks are customized for the State of Indiana.
  • Features on this page:
    • Change Trip Name:Customize the title listed under View Itineraries.
    • Refresh Itinerary: Refreshes the screen with any new reservation information.
    • Printable Itinerary: Changes view to a text format.
    • E-mail Itinerary to Traveler E-mail itinerary to the traveler.
    • E-mail Itinerary to OthersE-mail itinerary to the traveler and up to four additional e-mail addresses.
    • View All ItinerariesA list of all itineraries with travel dates, status e-mail
  • Flow of product encourages one to choose Purchase Now or Purchase Later.
slide67

Step #9 – Travel information tab

Key notes and steps:

The “Travel Information” tab has various airport and vendor information.

This completes the core Travel Steps.

slide68

Trip Manager

Important Things to Remember

Daily Briefing – Always review for updated information to the Hotel Program etc.

Select a Traveler- Always confirm in the upper right hand screen of Trip Manager you are making the reservation for the right traveler.

One Time Traveler- Please remember that the this information will save for 90 days.

Air Estimate- Always remember to print the screen and attach to your SF 823 (i.e. G10) form for approval.

Reservation Process- Once you have completed the reservation process and you have a itinerary in front of you check to make sure you have booked the right dates and city pairs.

Changes- If you need to make a change to a completed itinerary for any reason please contact Minnie Hoskins first at 317 232-4258.

Error Message – If you receive an Error Message, please print the screen and send it to KellyL@carefreetravel.net with issue as the title and ask for resolution. By sending a print screen of the error message it will help prevent the possibility of charges and will help Travel Leaders identify the issue quicker.

slide72

Training Resources

1) Visit Website: http://www.in.gov/idoa/2459.htm

2) Review New Contract Implementation Training Section.

3) Review the Policies and Procedures

slide73

Implementation Next Steps

  • Train-the-Trainer Sessions:
    • #1 – 03/27 from 9:00-11:00am
    • #2 – 03/27 from 1:00-3:00pm
    • #3 – 04/04 from 1:00-3:00pm
  • Posting of Train-the-Trainer Resource Tools:
    • All resources shall be posted by 04/12/13
    • Some resources will be posted earlier.
  • Agency Trainers – Travel Coordinators/Planners to train travelers by:
    • 04/30/2013
slide75

Training Feedback

Brief Survey